Bilingual Front Desk Receptionist – Mental Health Clinic

Help create a safe and welcoming space for every client, every day. Join our mission-driven team where we embrace the journey where compassion and healing come together.”

We’re seeking a warm, organized, and professional Bilingual Receptionist to be the welcoming face of our mental health agency. The ideal candidate will be fluent in both English and Spanish, and possess excellent communication and multitasking skills. This person will play a vital role in creating a calm, safe, and supportive environment for our clients from the moment they walk in the door.

Why Heuristic?

✅ Competitive Salary: $55,000
✅ Supportive Work Culture: Team collaboration, serving a wide range of clients keeps the work dynamic and meaningful, especially for bilingual professionals passionate about community care.

✅Purpose with Stability: Combine the emotional reward of helping others with the structure of a steady, well-organized workplace.
✅ Comprehensive Benefits: Health, dental, vision, PTO, 401K with matching

Position Summary

The Front Desk Receptionist is the first point of contact for clients, staff, and visitor, playing a key role in fostering a professional, welcoming and supportive environment. This position is responsible for front desk operations, administrative support and office coordination. The role also requires strong organizational skills, discretion in handling confidential information, and the ability to manage sensitive client interactions in a mental health setting. This role requires coordination between the two office locations, ensuring seamless front desk coverage. The receptionists will provide backup support for each other in cases of absences, high client volume, or special circumstances.

Essential Duties and Responsibilities

Client and Visitor Interaction

· Greet clients, staff, and visitors in a professional manner, ensuring a welcoming environment.

· Provide basic information about services, office policies and procedures

· Respond to distressed clients using trauma-informed communication techniques; alert clinical staff if immediate intervention is needed.

· Maintain a tidy and organized reception area.

· Ensure the coffee station is stocked and restrooms are clean and supplied.

Scheduling and Administrative Support

· Answer and route phone calls, voicemails, and messages in a professional manner.

· Schedule and manage client appointments, cancellations, and waitlists using the Agency’s scheduling system.

· Coordinate appointment scheduling across both locations, ensuring accurate client bookings and preventing scheduling conflicts.

· Confirm appointments and send reminders via phone, email, or text.

· Assist with staff meeting scheduling and coordination.

· Prepare and manage office correspondence, forms, and basic reports.

Office Coordination and Facilities Management

· Monitor and order office and clinical supplies as needed.

· Receive, sort, and distribute mail, packages, and deliveries.

· Conduct routine facility walkthroughs to identify and report maintenance needs.

· Ensure office security measures (locking doors, managing visitor check-ins).

· Report facility maintenance issues to the appropriate staff or CEO.

· Collaborate with the receptionist at the alternate location to ensure consistent front desk coverage, including adjusting schedules when needed.

· Travel between sites as required to provide temporary coverage for absences or increased workload.

· Maintain communication with the other administrative staff to share updates on client flow, scheduling changes, and administrative needs.

Confidentiality, Compliance and Record keeping

· Adhere to HIPAA regulations and maintain strict client confidentiality.

· Secure and properly handle client records, billing documents, and administrative files.

· Ensure compliance with organizational policies and procedures.

Financial and Insurance Support

· Process copayments and other client payments; provide receipts and track transactions.

· Assist with insurance claim submissions and third-party billing if applicable.

· Track office expenses and assist with basic budget management.

· Prepare and submit expense reports for office-related expenditures.

Crisis Management and Safety

· Follow emergency protocols for mental health crises or safety concerns in the office.

· Assist in de-escalating situations involving distressed clients when needed.

· Maintain first aid kits, AEDs, and other required safety equipment.

· Call emergency services when necessary and provide support to staff in crisis situations.

Additional Duties

· Support other departments with administrative tasks as needed.

· Assist with organizing staff training sessions, events, and wellness initiatives.

· Participate in special projects (office upgrades, process improvements, team initiatives).

Attributes & Skills

• Interpersonal and Teamwork Skills: Ability to collaborate effectively with staff, clients, colleagues, and external partners.

• Communication: Strong written and verbal communication skills.

• Analytical Thinking: Capacity to interpret clinical data, problem-solve, and integrate new information.

• Confidentiality: Commitment to maintaining client and staff privacy and documentation security.

• Organization and Time Management: Ability to coordinate multiple tasks, meet deadlines, and maintain detailed records.

• Initiative and Independence: Ability to work under supervision while accepting delegated responsibilities.

• Adaptability: Flexibility to perform a range of administrative functions.

• Technical Skills: Proficiency in employee, payroll and electronic health record (EHR) systems and other relevant software.

• Crisis Response: Ability to maintain safety for self and others in emergency situations.

• Professionalism: Ability to represent the agency and maintain a professional demeanor.

Required Qualifications

· High school diploma or equivalent; additional education or certification in office administration is a plus.

· Experience as a receptionist or in a similar customer-facing role, preferably in a healthcare of mental health setting.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.

· CPR and First Aid certification (or willingness to complete within 6 months of employment).

Preferred Qualifications

· Familiarity with EHR systems (e.g., SimplePractice, TherapyNotes, Epic, etc.).

· Experience in medical or mental health billing and insurance claim submission.

· Bilingual skills (Spanish) are a plus.

Physical and Working Requirements

· Ability to sit, stand, and walk for extended periods.

· Occasionally lift and move office supplies or equipment weighing up to 20 pounds.

Salary : $55,000